Policies

Project Periods/Budget Periods

Budget periods are based on the federal fiscal year and run from October 1 to September 30. No expenditures may be incurred before the starting date or after the termination date of the budget period. Unused funds from one budget period may not be carried forward to the next budget period. In addition, to insure prompt and appropriate closure of each fiscal year and meet the reporting requirements set forth by the U.S. Department of Agriculture, the Research Division has established cutoff dates for the expenditure of funds.

Fiscal Responsibility

Formula funded projects are subject to the provisions of the “Uniform Federal Assistance Regulations 7 CFR Part 3015” and “OMB Circular A-21”. Copies of these documents are available upon request to the Research Division Office. In addition, formula funding must be spent in accordance with the rules and regulations set forth by the University of Wisconsin and by the State of Wisconsin.

Requisitions and all other forms of requests for expenditures of funds require prior approval from the WI Agricultural Experiment Station. This includes any form of direct billings such as photocopying, RARC services, etc.

Use of Assigned Funds to a Project

Principal investigators should use formula funding assigned to their approved projects for necessary direct costs related to the project and as outlined in the approved budget sheet they receive from the Research Division. Dean’s approval is required for any request to purchase capital equipment, request to purchase computer/printer and non-consumable related items, and request to exceed copy costs, or research supplies should be sent to Casey Hillmer at casey.hillmer@wisc.edu.

Individuals paid on a Formula Grant project, MUST be working on that project. Justifications may be requested at any time.

Binding (Thesis)

Unallowable

Books

Allowable only if directly related to research

Prior Approval Needed from WAES

Prior approval and strong justification required. Submit requests, with justification, to waes@cals.wisc.edu and include identification of matching funds (amount and Fund-Project number) for the purchase.

Capital Equipment $5,000 and over

Prior Approval Needed from WAES

Equipment purchases in the last year of a project are Allowable, but require strong justification.

One computer and printer over the life of a project are Allowable, if required to conduct the research.

Formula funds can be used to fund up to 50% of the total purchase price.

Computer/printer purchases are Unallowable in the last year of a project.

All requests to purchase computers/printers using Formula funds require prior approval from WAES.Submit requests to waes@cals.wisc.edu. Requests should include justification of need, request to re-budget (if required), and identification of matching funds (amount and Fund-Project number) for the purchase. Upon approval, a requisition can be processed.

Computer/Printer
Accessory Purchases

Unallowable

If items are crucial in order to carry out the project, an exception may be made. Submit a request, with strong justification, to waes@cals.wisc.edu.Items considered accessories include, but are not limited to: software, memory (RAM), hard drives, DVD burners, and projectors.Projector requests must provide identification of matching funds (amount and Fund-Project number) for the purchase.

Copy/Printing Costs

Up to $400/year is Allowable, for research-related copy costs only (print cards, copy chargebacks, etc).

If there is need to exceed the maximum, prior approval is required. Submit requests, with justification, to waes@cals.wisc.edu prior to exceeding the maximum.

Spending will not be allowed on the grant until the proposal has been fully approved by the USDA.

Publication/Distribution Costs

Maybe allowable if directly related to the project

Expenses associated with editorial assistance and page charges are considered legitimate publication costs. Contact Casey Hillmer-casey.hillmer@wisc.edu if you have questions or if you incur costs after your project has ended. All publications must include acknowledgement of USDA support. See Formula Grants FAQ for required acknowledgement statement.

Purchasing Card/
Direct Charges

Allowable with detailed documentation, including date(s) of service, item description, and cost.

Exceptions require prior approval and strong justification. Submit exception requests, with justification from the principal investigator, to casey.hillmer@wisc.edu. Expenditures are not allowed until a request has been approved. Unused RA salary and fringe revert to CALS Research Division administrative control on a quarterly basis.